Transcript BusMgr050607 - Rci.rutgers.edu

Business Managers Meeting
June 7, 2005
Agenda
1.
Subcontracting Plans –
Keith and Marta
2 Vacation/Accrued Annual
Leave – Ron and Keith
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Why/How
Template
Resources to Identify
Vendors/Purchasing Website
Links
Build from ground up; do not
use “pre-set” or artificial goals
If a sponsor imposes goals,
contact ORSP for assistance
What to do if a sub versus
prime contractor (prime is
responsible for overall goal;
individual subs may contribute
greater/lesser amounts to total
goal(s)
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Two Federally accepted
methods
Impact on “softmoney”
employees on projects
ending/scheduled to end-Leave
should be used prior to end of
project
Permanent (non-softmoney)
employees retain leave, in
accordance with RU HR policies
and remain employed after end
of sponsored project as do
“softmoney” employees moving
to another sponsored project to
cover his/her salary or
accepting a permanent position
at Rutgers
Rutger’s policy/approach
Agenda
3.
Subawards in foreign
countries, – Keith and
Donna
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Cost reimbursable subawards
are the norm. We do not pay
funding upfront; this is how we
operate with subawardees
within the US, and likewise
how we are paid when we
receive an award or a
subaward
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Advances of limited amount of
funds depending upon special
circumstances; discussion of
those conditions and the need
to contact ORSP in advance
to plan for that contingency.
An exception, not the norm
4.
Budget Template – Keith
(updated versions are on
the ORSP website)
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The Budget template has
again been updated and is
available on the ORSP
website. Please use the
latest version dated June,
2005 for all proposals and
revised budgets.
Agenda
5. Electronic Submission
Systems – Keith and Mary
6. Effort Reporting Under the
new TRS - Ron
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Update of 9 electronic grant
systems:
Grants.gov
NASA NSPIRES
RAMS Proposal Central
NIH eRA Commons
NSF Fastlane
US Dept. of Ed e-Grants
US Dept. of Energy e-Center
US Dept of Defense eReceipt
Space Telescope Science
Institute STGMS
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The rules for Effort Certification
have not changed
Effort Reporting is now separate
from time reporting under the
new TRS
Departments must develop
ways to maintain the proper
certification
The DGCA will be developing
statistical audits to determine
rates of compliance
Subcontracting Plans
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These are not commonly requested, but if the RFP/Proposal Submission requirements indicate
that such a plan is required contact Keith and your grant specialist immediately.
Both ORSP and Purchasing now have a template with no pre-set goals (in the past this chart
had goals which some individuals mistakenly just copied, an incorrect way to build a plan).
Finalize your direct cost budget. Then remove all items that are fixed expenses (e.g., salaries,
fringe benefits, subawards to other universities), and examine the remaining line items,
especially areas such as equipment, supplies, and travel.
Then begin to identify vendors and “build from the ground up”. Goals should be reasonable, not
inflated. Some categories will have “zero” for dollar allocations and “zero” percent. Other
categories, if used may have fractional percents, and be very small in terms of overall dollars.
The Purchasing website has a list of vendors in each of the categories to help identify such
sources:
– Small Business, Small Disadvantaged Business, Women-Owned Small Business,
HUBZone Small Business, Veteran-Owned Small Business and Service-Disabled VeteranOwned Small Business
Finally a list of “other than small business” such as subawards to other universities is put into
the “other” category.
All of these together then become the dollars/percentage goals for your subcontracting plan.
ORSP will be glad to review and assist prior to submission. DO NOT DO THIS ON THE DAY
OF SUBMISSION. Purchasing Buyers and the Purchasing website can also assist in
identification of appropriate vendors to help you establish reasonable and achievable goals.
Vacation/Accrued Annual
Leave Methods
• Central Pool
• Direct Charging
Subawards in foreign Countries
Issued as cost reimbursable or fixed price agreement
Need crystal-clear scope of work, approved budgets and
payment plan for subcontractor
More complex, require diligent departmental scrutiny
Review of project progress with PI
Timeliness and accuracy of invoicing
Expense monitoring in accordance with approved budget
Foreign entities NOT excluded from sponsor terms and conditions,
federal laws and human subjects/animal regulations
May present EAR/ITAR, IP issues unforeseen at the time of
application
Subawards in foreign Countries
Payments made by wire transfer, not by cash/check
Require Subcontractor’s banking information
Bank Name and address
Bank swift or code number
Name of account and the account number
Advance funds may be considered in exceptional
circumstances
Discuss with designated Grant Specialist
Subrecipient monitoring issues still apply
Budget Templates
• The F&A rates have been updated.
• The fringe rates have been updated, however until
we hear the effective fringe rates from the State of
New Jersey we will use estimated rates.
• Lines were added for each category for other
subcodes.
• The cells were extended to be able to fit more
numerical characters.
http://orsp.rutgers.edu/CostShare/default.asp
Electronic Grant Systems
1. Grants.gov
2. NASA NSPIRES
3. RAMS Proposal
Central
4. NIH eRA
Commons
5. NSF FastLane
6. US Dept of Ed e-Grants
7. US Dept of Energy eCenter
8. US Dept of Defense
eReceipt
9. Space Telescope Science
Institute STGMS
Grants.gov
Various Federal Agencies
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Commerce-NOAA
HUD
DHHS
Energy
Nat’l Endow Human.
Nat’l Endow Arts
Labor
Education
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EPA
Interior
DOT
Agriculture
State
Small Business Adm.
Justice
Grants.gov
• PI registration only necessary to receive
announcements, not to submit proposals.
• Must download free software - PureEdge Viewer.
• PI downloads application package and prepares
proposal on his/her computer.
• Tipsheet for proposal preparation on ORSP website
at http://orsp.rutgers.edu/Grants.gov Tipsheet.doc.
• Send completed application as attachment to ORSP.
• ORSP reviews and submits proposal.
• Contact agency for status of proposal.
• http://www.grants.gov
NASA NSPIRES
• PIs must register via website
http://nspires.nasaprs.com/external/
• ORSP will approve registration
• Used to submit and review proposals
RAMS Proposal Central
Various Foundations and Non-Profits
• Alliance for Lupus
Research
• American Cancer Society
• American Lung
Association
• Arthritis Foundation
• Burroughs Wellcome
Fund
• Cystic Fibrosis
Foundation Therapeutics
• Food Allergy &
Anaphylaxis Network
• Juvenile Diabetes Research
Foundation
• Lance Armstrong
Foundation
• New Jersey Commission on
Spinal Cord Research
• Paralyzed Veterans of
America
• University of California AIDS
Research Program
• US Immunodeficiency
Network
RAMS Proposal Central
• PI must register via website.
https://v2.ramscompany.com/Login.asp
• PI submits proposals directly to
sponsor.
• Used by foundations and non-profits.
• New agencies are added often.
NIH eRA Commons
• PI must register through ORSP
– Need name and email address
• Uses
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Internet assisted reviews
Submission of financial reports
To track status of proposals
To submit e-SNAPs (electronic Streamlined Noncompeting Award Process) (coming soon)
• https://commons.era.nih.gov/commons/
NSF Fastlane
• PIs must register through ORSP.
• Everything is done electronically.
• Allow SRO Access to ORSP and DGCA to
review and submit documents.
• Training held twice a year or as needed.
– Next class will be in Fall 2005.
• https://www.fastlane.nsf.gov/fastlane.jsp
US Dept of Education
e-Grants
• PIs register via website.
http://e-grants.ed.gov/e-app/eaHome.asp
• PIs submit proposals directly to sponsor.
• PIs must submit hardcopy with signatures
to sponsor.
• Transitioning to Grants.gov
US Dept of Energy
e-Center
• PIs register via website.
http://e-center.doe.gov/
• PI sends proposal files to ORSP.
• ORSP uploads files and submits.
• Some submissions through Grants.gov.
US Dept of Defense
CDMRP eReceipt
(Congressionally Directed Medical Research Programs)
• PIs must register via website.
https://cdmrp.org/
• Send proposal files to ORSP.
• ORSP uploads files and submits.
Space Telescope Science Institute
STGMS
(Space Telescope Grants Management System)
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PIs must register through ORSP.
Must download Java application software.
ORSP submits proposals, etc.
http://gms.stsci.edu/index.jsp
Effort Reporting Under the
new TRS
• The rules for Effort Certification have not
changed
• Effort Reporting is now separate from time
reporting under the new TRS
• Departments must develop ways to maintain
the proper certification
• The DGCA will be developing statistical audits
to determine rates of compliance